Summary
The University is launching an all-new telephone system pilot to give you phone access anywhere you go.
Moved under the help desk as only IT is using zoom phones at this time and will not need it publicly available.
Body
The University is launching an all-new telephone system pilot to give you phone access anywhere you go. The departments that will be participating in the Zoom phones pilot are Information Technology, Office of Online Learning and the Office of institutional Effectiveness. This week your supervisor will be reviewing the individual needs for each of the teams to determine what hardware (example: desk phone or headset) is required for each of you.
Benefits
- Make and receive calls from your existing Zoom app on your desktop, laptop, or mobile phone or tablet
- Use your cell phone for work calls without having to use your cell number
- Headset can be requested for using with calls over computer/laptop
- Desk phone available if needed
- Voicemail with automated transcription included
- Easily move from a voice call to Zoom Meeting (videoconferencing and desktop sharing)
- Intelligent call routing and auto attendants available
- Accessibility features
- Supports 911 calling
What is the timeline?
- Current (Mid August) - We are currently in the process of rolling out Zoom phones and hardware this summer and plan to have it implemented campus wide before Fall semester.
- Additional departments: We will start to include a few additional departments into the Zoom phone pilot to gain more feedback on how the service fits our organization.
- Feedback: Starting May 1st, we will be reaching out to you as users of Zoom phone to gain feedback on the Zoom phone and how it fits your position. We ask that you please participate in the feedback process. That information will help us make future decisions on the phone service.
Pilot Updates and More Instructions
- Forward your desk phone: Your old desk phone is still set to receive calls on the 4 digit number. Please forward your 218-477-**** number to 9218477**** on your old desk phone if you haven’t done so already. By making that change, anyone that dials your extension from campus will go to your Zoom phone. Here is a link to the instructions Telephone Instructions if you need them.
- Zoom app startup: The Zoom app needs to be running to receive calls for those that are only using the Zoom app for their phone. For Microsoft Windows users, make sure you have your settings set to launch Zoom when windows starts. That can be found in the settings of the app and under the general settings. They are the first settings that appear on that screen. For Mac users, you will need to open the app and then right-Click the Zoom app in the Dock, select Options > Open at Login.
- Helpdesk: The helpdesk phones have made some changes from a shared line group to call queue. This change allows us to manage the greeting and message that is received when dialing the 2603 number.
Why the Phone System is Being Replaced?
Zoom Phone offers integrated options that provide flexibility to meet modern business communication needs. The current phone system infrastructure is outdated, expensive to maintain, and does not meet modern communications requirements.
How Zoom Phone was Chosen?
We have been using both Microsoft Teams phone numbers and Zoom phone numbers since the start of the pandemic. With consultation with MSUM IT Leadership, the decision was made to use Zoom phones as part of the pilot project so see how this newer style of phone system will work for the university.
To access your Zoom application you would follow the same steps you would to log in to the Zoom application:
Quick Reference Guide
Vacation/Holiday Settings for Voicemail
- Sign in to the Zoom web portal.
- In the navigation menu, click Phone.
- Click the Settings tab.
- In the Business Hours or Closed Hours section, click Edit next to Call Handling.
Note: To edit call handling settings for Holiday Hours, click Manage next to Holiday List & Call Handling, select a holiday, then click Edit next to Call Handling.
- You will want to review how to customize your greetings so you can setup specific holiday or out of office messages while you are away from the office.
- You may review the call handling settings web page for complete information on handling calls.
If more assistance is needed
Incident Request: If you still need help with something not working as it should or have questions, please contact the IT Help Desk or create a ticket using the "Incident Request" button on this page, or if there isn't one included then you can initiate it from the home page.
Service Request: A formal request from a user for something to be provided, information, advice, a standard change or access to an IT service, navigate to the Service Catalog to find the service you specifically would like to request.